Wiki: UPVEND

CREATE VENDOR INTERFACE#

Periodically, an Accounts Payable (AP) Interface file is created. This can only be launched after all pay runs for the given payroll period are closed (UPCLOZ). This function provides a detailed list of all AP invoices to be exported to an interface file named in this function.

When pay transactions are processed by this function, they will have a user field named ‘POSTED UPVEND’ attached to the pay header. This will prevent the transaction from being picked up again in future executions.

When using eP to create checks versus sending the information into an Accounts Payable system, the UPVEND process does not create any additional General Ledger journal entries. The journal entries must be created by the Payroll General Ledger interface program (UPGL).

You must set up the proper accounting entries on the pay components directly through IPPC. Instead of crediting the amount to a liability account, the amount will be credited directly to the cash/bank account. There will not be an in/out entry in the liability.

Typically, the taxes would be credited to a liability account. Once paid through the financial system, the entry would be debited to the liability account and credit the cash/bank account.

When using UPVEND, the liability is 'cleared' right away. Therefore, the client would not send the taxes to a liability account, the amount would be posted directly to the Cash/Bank account.

Report Parameters
Entity	Mandatory, LOV Available Limits the process to the entity specified.
Issued From	Mandatory, Date, LOV Available The earliest issue date that will be used to determine which transactions to report.
Issued To	Mandatory, Date, LOV Available The latest issue date that will be used to determine which transactions to report.
Accounting Date	Mandatory, Date, LOV Available The ‘Accounting' date will be printed on the report.
AP Liability Distribution	Mandatory, Text This is the Liability Distribution 'mask'. May be X's for wildcards.
Vendor Payroll Vendor (Category) Vendor Period Vendor Issue Date	These ‘Vendor’ parameters MUST be completed if a check or deposit is to be produced. If you leave these defaulted to ALL, the process will abort with errors. These fields do not have to be completed if you are producing an AP interface file.
Interface Code	Mandatory, LOV Available Only those reports of the format “AP Interface” will display. Choose from the report formats created. The format “HL$AP” has been provided as a sample, but should be copied, and the copy edited, by the client before running this report. The report definition selected will determine the format of the output file (if any), as well as the columnar content of the report.
Interface Directory	Mandatory, Text Must be a directory on the server for which the current user (as signed onto the client’s network) has write capability. For example the entry ‘C:\TEMP’ accesses the ‘TEMP’ directory on the server, not the local directory for the computer terminal being used.
File Name	Mandatory, Text Enter the name of the file that will be created in the interface directory specified.
File Format	Optional, Lexicon This field defines how the output file is to be formatted.
AP Year (MH) AP Period (MH)	These are customized fields.
Sum FILE by Vendor/PC	Optional, Toggle If the file is to be summarized by Vendor/PC this toggle must be ‘ON.’
Output Header/Trailer	Optional, Toggle If the file is to contain a header and trailer record then indicate ‘ON’.
Exception Level	Mandatory, LOV Available A ‘trace’ report of exception messages may be produced to assist in the testing phase. If necessary, choose from 0 – 9 (highest) level of trace. Please note that this is a voluminous report and will cause very slow performance.

Report Filters
Payroll	Optional, LOV Available Only one payroll may be selected per execution of this function.
Pay Run Number	Optional, Multiple, LOV Available, The pay run number of the pays to be selected. Multiple pay run numbers are allowed.